Frequently Asked Travel Questions

What documentation should I obtain during my travel in order to obtain reimbursement? What if I don’t have all of the receipts for expenses that are $25.00 or more?

How long does it take to be reimbursed?

What is the current mileage rate? Is my gas expense reimbursable?

Should I submit a travel expense report if my only expense is a prepaid airline ticket paid by Boston University?

When I rent a vehicle, should I accept the optional insurance coverage?

What size vehicle can I rent? Can I be reimbursed if I rent a vehicle larger than a subcompact or compact vehicle?

Can I travel first class? Are there any restrictions on the use of foreign airlines?

Does Boston University have a Corporate Credit Card program? How do I obtain a card and how long will it take?

If I pay for an airline ticket for a guest lecturer or a candidate for employment, should I submit a travel expense report?

What if I invite a guest lecturer/candidate from a foreign country? How do I reimburse them for their travel?

How soon can I obtain my travel advance? Can I obtain a travel advance for a non-University employee?

How do I prepay a meeting registration fee or required hotel deposit?

What documentation should I obtain during my travel in order to obtain reimbursement? What if I don’t have all of my receipts for expenses that are $25.00 or more?

Please obtain and submit all original receipts. You also may refer to the travel reimbursement check-off list to see what documentation is needed. For expenses where receipts are not available, a detailed explanation must accompany the travel expense report. For meals, you also need to specify the amount, date, place; and if the meal expense includes charges for individuals other than the traveler, you need to list the names, position titles, and affiliations of those individuals. In addition, you need to state the business purpose of the meal to comply with the Internal Revenue Service regulations.

How long does it take to be reimbursed?

Please allow 10 business days to process your reimbursement. This assumes that required supporting documentation is submitted with the travel expense report and necessary accounting approvals have been obtained.

What is the current mileage rate? Is my gas expense reimbursable?

Travelers will be reimbursed at the current Internal Revenue Service rate per mile. The mileage rate includes gasoline expense; therefore, gasoline expense is not separately reimbursable. However, gasoline is reimbursed for rental vehicles, if applicable.

Should I submit a travel expense report, if my only expense is a prepaid airline ticket paid by Boston University?

Yes, you are required to submit a completed travel expense report with the original passenger receipt within five business days after the completion of your trip.

When I rent a vehicle, should I accept the optional insurance coverage?

No, as long as you are on Boston University business, the University’s insurance covers the individual as well as the automobile. Therefore, you should decline additional insurance coverage. If Diners Club Coporate Card is used to rent a vehicle, it provides for primary collision/loss damage insurance up to the full value of the rental vehicle.

What size vehicle can I rent? Can I be reimbursed if I rented a vehicle larger than a subcompact or compact vehicle ?

Boston University travel policy allows reimbursement for subcompact or compact vehicles only. If you rent a larger car and wish to be reimbursed, you must submit justification and obtain written approval from the appropriate Dean, Provost or Vice President.

Can I travel first class? Are there any restrictions on the use of foreign airlines?

You can not travel first class. The policy of Boston University is to reimburse for coach or economy class only. Any exceptions to this policy must have the prior written approval from the appropriate Dean, Provost, or Vice President. If you are using federal funds, you must use U. S. Flag air carriers only.

Does Boston University have a Corporate Credit Card program? How do I obtain a card and how long will it take?

Yes. We use the American Express and Diners Club Coporate Cards. Applications are available on the Boston University website. Once the completed application is received, it will take approximately three weeks to obtain the card.

If I pay for an airline ticket for a guest lecturer or a candidate for employment, should I submit a travel expense report?

You are required to submit a completed travel expense report with the original passenger receipt within five business days after the completion of the trip.

What if I invite a guest lecturer/candidate from a foreign country? How do I reimburse them for their travel?

To reimburse a non-resident alien, the individual must show an entry visa. You must attach a copy (front and back) of the traveler’s I-94 card to a completed travel expense report. If the I-94 card meets immigration guidelines, the reimbursement will be processed. (Please be sure the traveler has the proper documentation.) Contact the International Students and Scholars Office at (617)353-3565 for assistance with visas.

How soon can I obtain my travel advance? Can I obtain a travel advance for a non-University employee?

Please allow 10 business days to process your advance (advances cannot be issued more than two weeks prior to departure). Travel advances are issued only to full time employees of Boston University, so no advance can be made for travelers who are not university employees.

How do I prepay a meeting registration fee or required hotel deposit?

Registration fees and hotel deposits can be prepaid by submitting a completed Check Request Voucher for each item with the supporting documentation to the Accounts Payable Office at 560 Harrison Avenue, 5th Floor (mailing address is 715 Albany Street, 560). Please allow 10 business days to process.